The URL can be used to link to this page

Home My WebLink About2022-04-19; City Council; ; Approval of Plans and Specifications and Authorization to Advertise for Bids for the Sewer Pipeline Rehabilitation 2022 ProjectCA Review _RMC_ Meeting Date: April 19, 2022 To: Mayor and City Council From: Scott Chadwick, City Manager Staff Contact: Stephanie Harrison, Utilities Technical Services Manager stephanie.harrison@carlsbadca.gov, 442-339-2310 Vicki Quiram, Utilities Director vicki.quiram@carlsbadca.gov, 442-339-2307 Subject: Approval of Plans and Specifications and Authorization to Advertise for Bids for the Sewer Pipeline Rehabilitation 2022 Project Districts: 1, 2 and 3 Recommended Action Adopt a resolution approving the plans and specifications and authorizing the City Clerk to advertise for bids for the Sewer Pipeline Rehabilitation 2022 Project, Capital Improvement Program No. 5503-21. Executive Summary The repair and rehabilitation of sewer mains that have a high risk of failure is an integral component of a well-managed sewer collection system. The city’s Sewer System Rehabilitation and Replacement Program ensures that wastewater is conveyed efficiently and effectively to the treatment plant, helps maintain high levels of service to customers, reduces sewer spills and protects the public health and the environment. Every few years, this program repairs or replaces sewer mains throughout the system that are identified through condition assessments as having a high risk of failure. This project uses trenchless pipe rehabilitation technologies in approximately 5,300 lineal feet of sewer mains at various locations that have a high of risk defects, as shown on the map on Exhibit 2 and the list on Exhibit 3. City Council approval of these plans and specifications is required under Carlsbad Municipal Code Section 3.28.080(E) because the expected value for this work is greater than $200,000. Staff recommend that the City Council approve the plans and specifications and authorize the City Clerk to advertise and receive project bids. Discussion The Utilities Department is focused on managing assets in a way that maintains the integrity of the sewer collection system and keeps wastewater in the system as it is conveyed to the April 19, 2022 Item #3 Page 1 of 9 treatment plant. The Wastewater Division of the Utilities Department has developed a comprehensive condition assessment program using closed circuit TV inspections to identify defects in sewer mains. A multiyear program, Sewer System Rehabilitation and Replacement, has been developed to rehabilitate or repair sewer mains that are determined during routine condition assessments to have significant defects and a high risk of failure. Funding was identified in the 2019 Asset Management Master Plan, which was approved by the City Council in September 2019. The Utilities Department prioritizes the rehabilitation of sewer mains throughout the collections system using business risk scores that are numerical values assigned to each sewer main segment. The business risk score is determined by combining two scores: • Likelihood of failure is calculated based on the number and severity of pipeline defects found during CCTV condition assessments that are performed, reviewed and coded by certified operators within the Utilities Department • Consequence of failure is pre-determined for each sewer main based on parameters such as location, volume of wastewater and potential impact of a failure on the environment and the public, and does not change based on inspections Higher risk scores indicate that the sewer main has a higher likelihood of failure and/or a higher consequence of failure so the risk that the city is assuming is higher, and the pipes with higher scores are prioritized first for rehabilitation or replacement. Sewer mains are exposed to gases and other elements that can corrode the pipe or create breaks or cracks. The purpose of the program is to use data to identify and prioritize sewer main rehabilitation and replacement to minimize the risk exposure to the city, as well as to protect public health and the environment. The program’s programmatic nature allows the Utilities Department to put together larger rehabilitation projects every few years and take advantage of potentially lower construction costs associated with higher volumes of work. Sewer mains with severe structural defects that are in imminent danger of failure are fixed as quickly as possible using smaller contracts, but the overall intent of the program is to minimize severe risk by regularly rehabilitating and replacing sewer mains before they fail completely. The project will rehabilitate approximately 5,300 lineal feet of clay sewer mains in the city’s sewer service area by lining the mains with either cured-in-place pipe technology or a spiral wound liner. No excavations will be necessary as these are trenchless pipe rehabilitation technologies and the liners are inserted into the existing mains using manholes for access. Trenchless methods reduce construction cost, construction duration and impacts to the community when compared to conventional dig and replace methods of repair. The project’s construction contract will contain general performance standards, technical specifications, sequencing and notification requirements to minimize disruptions, and include a five-year warranty period. Retention will be withheld from each progress payment until final acceptance. The construction is expected to last approximately one year, and the contract April 19, 2022 Item #3 Page 2 of 9 states that the city may assess liquidated damages1 for each day in excess of the time specified for completion of the work. Options Staff provide the following options for the City Council’s consideration: 1. Adopt a resolution approving the plans and specifications and authorizing the City Clerk to advertise for bids for the project Pros • Addresses known deficiencies in the sewer collection system • There is adequate funding in Capital Improvement Program Project No. 5503-21 • Minimizes the risk of further sewer condition deterioration and increased costs due to inflation Cons • None identified 2. Do not adopt a resolution approving the plans and specifications and authorizing the City Clerk to advertise for bids for the project Pros • None identified Cons • The sewer main deficiencies identified in the scope of work would continue to deteriorate, with a potential for pipe failures, sewer spills, loss of service and harm to the environment • Work deferred to a future date could result in an overall project cost increase due to document rework and future construction cost increases due to inflation • Work deferred to a future date would also delay work that has been identified for future years, causing an overall decrease in the condition of the sewer collection system Staff recommend Option 1: Adopt a resolution approving the plans and specifications and authorizing the City Clerk to advertise for bids for the project. Fiscal Analysis No additional funding is being requested. The engineer’s estimate of the construction cost of the project is $641,200. The total project cost of $987,400 includes the construction contract, a contingency for change orders, construction management and inspection; and engineering and administrative support for contractor shop drawings, requests for information, meetings and community outreach. 1 Liquidated damages are an estimate of otherwise intangible or hard-to-define losses to one of the parties in as contract. Having them in a contract allows for the payment of a specified sum should one of the parties be in breach of the contract. April 19, 2022 Item #3 Page 3 of 9 The project will be funded by the Sewer System Rehabilitation and Replacement Program, Capital Improvement Program Project No. 5503. A summary of available funds and estimated costs is shown below: Sewer System Rehabilitation and Replacement Program Capital Improvement Program Project No. 5503 Current appropriation – Capital Improvement Program Project No. 5503 $3,535,630 Current expenditures/encumbrances – Capital Improvement Program Project No. 5503 $262,905 TOTAL AVAILABLE FUNDING $3,272,725 Sewer Pipeline Rehabilitation 2022 Project Capital Improvement Program Project No. 5503-21 Construction (Engineer’s estimate) $641,200 Contingency (15% of construction estimate) $96,200 TOTAL ESTIMATED CONSTRUCTION COSTS $737,400 Staff time, testing and inspection (miscellaneous) $250,000 TOTAL ESTIMATED PROJECT COSTS $987,400 REMAINING BALANCE $2,285,325 ADDITIONAL APPROPRIATION NEEDED $0 Next Steps Upon the City Council’s approval, the City Clerk will advertise a request for bids. Staff will then evaluate the bids received and identify the lowest responsive and responsible bidder. Staff plan to return to the City Council in summer 2022 to request award of a contract to the lowest responsive and responsible bidder for this work. The construction is expected to last approximately one year. Construction is expected to begin in fall 2022 and be completed by fall 2023. Environmental Evaluation The project is exempt from the California Environmental Quality Act under CEQA Guidelines Section 15302(c), which cover the replacement or reconstruction of an existing utility system or facility involving negligible or no expansion of capacity. None of the exceptions set forth in Guidelines Section 15300.2 apply. Public Notification This item was noticed in accordance with the Ralph M. Brown Act and was available for public viewing and review at least 72 hours prior to scheduled meeting date. Exhibits 1. City Council resolution 2. Location map 3. List of locations 4. Plans, specifications and contract documents (on file in the Office of the City Clerk) April 19, 2022 Item #3 Page 4 of 9 EXHIBIT 1 RESOLUTION NO. . A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING THE PLANS AND SPECIFICATIONS AND AUTHORIZING THE CITY CLERK TO ADVERTISE FOR BIDS FOR THE SEWER PIPELINE REHABILITATION 2022 PROJECT WHEREAS, the City Council of the City of Carlsbad, California has determined it necessary and desirable and in the public interest to rehabilitate defective sewer mains as part of the Sewer System Rehabilitation and Replacement Program, Capital Improvement Program, or CIP, Project No. 5503, or Program; and WHEREAS, the plans, specifications and contract documents for the Sewer Pipeline Rehabilitation 2022 Project, CIP Project No. 5503-21, or Project, have been prepared and are on file at the City Clerk’s office and are incorporated herein by reference; and WHEREAS, the total estimated project cost including contingency, testing and inspection costs is $987,400; and WHEREAS, City Council approval of plans and specifications is required under Carlsbad Municipal Code Section 3.28.080(E) because the estimated cost to complete the Program exceeds the $200,000 limit established by the Public Contract Code, including the alternative provisions of the Uniform Public Construction Cost Accounting Act; and WHEREAS, sufficient funds exist in the Sewer System Rehabilitation and Replacement Program, CIP Project No. 5503; and WHEREAS, the City Planner has determined that the Project is exempt from the California Environmental Quality Act, or CEQA, under CEQA Guidelines Section 15302(c) and that no exception to the exemptions as set forth in CEQA Guidelines in Section 15300.2 applies. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the above recitations are true and correct. 2. That the plans, specifications and contract documents for the Sewer Pipeline Rehabilitation 2022 Project, CIP Project No. 5503-21, are on file at the office of the City Clerk and are hereby approved. 3. That the City Clerk is hereby authorized and directed to publish, in accordance with state law and Carlsbad Municipal Code Section 3.28.080(C), a notice to contractors inviting April 19, 2022 Item #3 Page 5 of 9 bids for construction of the Project, in accordance with the plans, specifications and contract documents referred to herein. PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the 19th day of April, 2022, by the following vote, to wit: AYES: NAYS: ABSENT: Hall, Blackburn, Bhat-Patel, Acosta. None. Norby. tr FAVIOLA MEDINA, City Clerk Services Manager (SEAL) 1 2 3 4 La Costa A vPaseoDelNortePalomarAirportRdPalomarAirp o rtRdElCaminoR e al CannonRd CannonRdFar a d ayAv PoinsettiaLnPoinsettiaLn C a r l s b a d B l Ca r l s b a d B l Ca r l sb ad B l Marron R d CarlsbadVillageD rC arlsba d V illa g e DrElCami noReal ElCaminoReal ElCamino R e a lTamarack Av Tamara c k Av Avi a r aP y Avia raPyMo n r oe St ElCaminoRealA v e nid aEnci nasAvenid a EncinasJeffersonStCollegeBlC oll e geBl Ca rl s b a d Bl Bobcat BlMarro n R d BUENA VISTA LAGOON BATIQUITOS LAGOON AGUAHEDIONDALAGOON PACIFIC OCEAN LAKE CALAVERA Map Items 2022 Proposed Rehabilitation Wastewater System Council District Parcel Boundary Carlsbad Oceanside, Encinitas ±0 0.3 0.6 0.9 1.2 1.50.15 Miles2022 Proposed Sewer RehabilitationCity of Carlsbad Utilities Asset Management EXHIBIT 2 April 19, 2022 Item #3 Page 7 of 9 - I - -■ --· ~ ) . r-=-,-~--00 l~ '-• 2022 Sewer Pipeline Rehabilitation – Proposed Location List Facility ID From MH To MH Council District Street SWM2645 17D-16 17D-15 1 Behind 4912 Via Arequipa SWM2646 17D-17 17D-16 1 Via Arequipa cul-de-sac to behind 4912 Via Arequipa SWM271 9B-59 9B-58 1 State St Alley - next to train station parking lot SWM272 9B-46 9B-59 1 State St Alley - next to train station parking lot SWM2899 11A-4 11A-7 1 Between Catalina Dr and Trieste Dr SWM337 1D-20 1D-21 1 The Shoppes at Carlsbad (Firestone Parking Lot) SWM4002 6A-60 6A-11 1 Marron Dr - driveway into Sprouts Parking Lot SWM4019 5D-79 5D-80 1 Ridgecrest Dr - between Meadowlark Ln and Camden Cr SWM4036 10B-47 10B-75 1 Basswood Av - Canyon to Monroe SWM4218 9D-58 9D-59 1 Roosevelt St - Oak to Pine SWM4820 10A-2 10A-3 1 Oak Av - west of Highland SWM4858 10A-17 10A-9 1 Carlsbad Village Dr at Pio Pico (City Hall) SWM4859 10A-18 10A-17 1 Carlsbad Village Dr east of Pio Pico (City Hall) SWM4880 5C-14 5C-15 1 Las Flores - between I-5 and Pio Pico SWM5221 9D-19 9D-84 1 Grand Av - Carlsbad Bl to Garfield SWM5941 16C-97 16C-94 1 Via Topacio SWM6253 1D-21 1D-6 1 The Shoppes at Carlsbad (Firestone Parking Lot) SWM92 9D-55 9B-46 1 State St Alley - next to train station parking lot SWM94 9D-57 9D-56 1 State St Alley - in front of train station SWM5808 30D-18 30D-17 2 Palomar Airport Rd - east of Yarrow SWM5809 30D-19 30D-18 2 Palomar Airport Rd - east of Yarrow SWM548 47A-12 47A-13 3 Begonia Ct cul-de-sac EXHIBIT 3 April 19, 2022 Item #3 Page 8 of 9 Exhibit 4 Plans, Specifications and Contract Documents (on file in the Office of the City Clerk) April 19, 2022 Item #3 Page 9 of 9